Executive Secretary to COO | Confidential Support, Calendar

City of San Diego Green Business Network; San Diego (CA); Presencial; USD 124 000 - 152 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

Defined retirement plan

Health and wellness plans

Paid holidays & leave

Tuition reimbursement

LinkedIn Learning access

Free transit pass

Life insurance

Resumo da oferta

The City of San Diego is seeking a Confidential Secretary to the Chief Operating Officer (Unclassified) to provide high-level administrative support in the COO’s Office. The role requires handling sensitive information, managing complex calendars, coordinating meetings, and liaising with officials, departments, and external partners.

Ideal candidates have significant experience with executive communications, document preparation, and organizational efficiency, with a commitment to public service

Qualificações

• 5 –7 years of progressively responsible administrative experience (experience supporting senior executives or elected officials in a governmental or similarly complex organization is highly desirable).
• Proficiency with standard office productivity applications, electronic scheduling systems, document management tools, and other administrative technologies (experience and eagerness to maximize technology resources and Artificial Intelligence to ensure productivity is highly desirable).
• Proven ability to perform highly responsible confidential administrative work, communicate effectively, and exercise sound judgment. Handle sensitive and politically delicate information with discretion, tact, diplomacy, and sound judgment.
• Exceptional organizational and time‑management skills, with the ability to manage multiple priorities, coordinate complex assignments, and meet demanding deadlines.
• Excellent written and verbal communication skills, including the ability to prepare, edit, and review executive correspondence, reports, presentations, and briefing materials.
• Excellent attention to detail and quality control in all aspects of work.
• Proactively anticipates needs and takes action without being tasked.
• Strong analytical and problem‑solving skills, including the ability to research issues, evaluate information, anticipate needs, and recommend practical solutions.
• Ability to exercise initiative and independent judgment while recognizing matters requiring executive direction or approval.
• Experience coordinating meetings, calendars, special projects, and communications involving multiple departments, stakeholders, and competing priorities.
• Ability to establish and maintain effective working relationships with elected officials, executive leadership, City staff, external agencies, and members of the public.
• Demonstrated ability to maintain composure, professionalism, and sound judgment in a fast‑paced environment with frequent interruptions and changing priorities.
• A commitment to customer service (a “people first” approach), responsiveness, accountability, and continuous improvement.

Responsabilidades

• Provides confidential administrative and executive support to the COO, exercising discretion and independent judgment in handling sensitive matters, communications, and assignments.
• Manages complex calendars, schedules appointments and meetings, coordinates travel arrangements, and prioritizes requests to ensure the effective use of the COO’s time.
• Coordinates meetings, briefings, special events, and other executive activities, including preparing agendas, assembling background materials, documenting follow-up items, and ensuring timely completion of assignments.
• Prepares, reviews, and edits correspondence, reports, memoranda, presentations, briefing documents, and other materials for accuracy, clarity, and appropriate tone.
• Serves as a liaison between the COO’s Office, the Mayor, City departments, the City Council, other governmental agencies, community organizations, and external stakeholders to facilitate communication, coordinate requests, and ensure appropriate follow‑up.
• Receives, evaluates, and routes sensitive inquiries and requests, determining appropriate priorities and responses while maintaining confidentiality and professionalism.
• Assists in coordinating and monitoring special projects, executive initiatives, and administrative assignments to ensure established deadlines, objectives, and priorities are met.
• Research and compiles information from City departments and other sources to support executive decision‑making, prepare briefings, and respond to inquiries.
• Assists with monitoring administrative operations, tracking assignments, deadlines, and commitments, and identifying opportunities to improve office procedures, workflow, and service delivery.
• Supports budget‑related and administrative activities, including monitoring expenditures, coordinating purchasing and resource needs, and assisting with the preparation and review of budget information and reports, as assigned.
• Maintains confidential records, files, and correspondence in accordance with applicable City policies, records‑retention requirements, and confidentiality standards.
• Exercises sound judgment in responding to urgent or sensitive matters, resolving administrative issues, and escalating matters requiring executive attention.
• Establishes and maintains effective working relationships with executive staff, City employees, elected officials, community representatives, and other stakeholders.
• Flexibility to work after hours or during high‑profile and/or emergency operations to support the COO when needed.
• Performs other duties as assigned.

Conhecimentos

Administrative experience

Discretion & judgment

Organizational skills

Communication skills

Attention to detail

Problem-solving

Calendar management

Meetings coordination

Policy & governance awareness

Public sector experience

Customer service

Research & briefing

Independent judgment

Budget support

Ferramentas

Office productivity suites

Descrição da oferta de emprego

The City of San Diego is seeking a Confidential Secretary to the Chief Operating Officer (Unclassified) to provide high-level administrative support in the COO’s Office. The role requires handling sensitive information, managing complex calendars, coordinating meetings, and liaising with officials, departments, and external partners.

Ideal candidates have significant experience with executive communications, document preparation, and organizational efficiency, with a commitment to public service